Contract sense
Protecting interests to ensure a smooth event
Donna Salle explores some key legal clauses to consider when making venue agreements
ith so many moving
W parts to organising an event or exhibition, it’ s crucial for the event organiser to protect legal interests. Here are some critical clauses every event planner should be aware of to ensure a smooth event.
1. Scope of services Scope of services is the foundation of the agreement and includes event specifics, such as the type of event, location, and plans for coordination on the day( s) of the event. Pay attention to times allowed to preparation and breakdown of the event.
2. Payment terms It’ s essential to be clear on the total cost, method of payment, payment deadlines, and penalties for missed payments. Make sure payment terms include which party is to cover the cost of extras, such as parking, security and equipment. Ensure the payment schedule aligns with your event’ s timeline.
3. Cancellation and force majeure A‘ force majeure’ covers unexpected situations that may prevent either party from fulfilling obligations, such as extreme weather, natural disasters, or unforeseen events that might make it impossible to hold your event. This clause explains how the venue will handle cancellations or rescheduling in such circumstances.
4. Liability and insurance The venue may require general liability insurance, to cover accidents, injuries or property damage. Ensure your budget allows for meeting the minimum coverage limits required, and whether you need to name the venue as an additional insured party.
5. Indemnity clause The indemnity clause requires one party to compensate the other for certain damages or losses. In practical terms, it means that if something goes wrong( e. g., an accident during the event), one party might be responsible for covering costs such as legal fees or medical expenses. As the event planner, you want to ensure the indemnity clause fairly protects your interests and doesn’ t leave you exposed to significant liabilities.
6. Equipment and services The agreement should clearly outline the equipment and services to be provided by the venue, including furniture, audiovisual equipment, lighting, Wi-Fi, and catering. Extra charges should also be specified, such as fees for hiring of support staff or additional audiovisual rentals.
7. Venue rules and regulations Every venue has its own set of rules and regulations, which should be clearly outlined. These may include restrictions on noise levels, alcohol consumption, decorations, or vendor access to the premises. Understanding these rules beforehand helps avoid conflicts and ensures the event stays on track.
8. Security and staffing Event security is a critical concern, particularly for large-scale events. The venue agreement should define what security services are provided, and what security and staffing your event would need to provide. This should include whether the venue provides staff for roles such as registration, crowd control, or event supervision.
9. Permits and licensing Certain events require special permits or licences, such as for alcohol, specific entertainment, or large crowds. Ensure that the agreement specifies who is responsible for obtaining these permits.
Left: Cover yourself for all eventualities
10. Termination rights The termination clause outlines the circumstances under which either party can terminate the agreement, such as failure to meet obligations or breach of contract. It should specify the process for terminating the contract, any notice required, and potential penalties. EW
www. exhibitionworld. co. uk Issue 2 2025 47